Executive Assistant/Office Manager

About the position

Kaizen Labs is redefining government technology and building solutions across parks & recreation, permitting, citizen engagement, and more. We recognize that incumbent software systems are inefficient and sometimes broken. That’s why we believe residents and public servants across America’s 85,000 government agencies deserve access to modern, trusted software that rivals what we use in our daily lives. Kaizen’s software currently serves ~1.5 million residents across the country and this number will increase to 7 million in the first half of 2025. Founded in 2022 and based in New York City, we’re backed by Accel and Andreessen Horowitz. Our team of 25 (and growing) is eager to leave a lasting impact on the public services that are so critical to our health, safety, and wellness.

Responsibilities

• Provide high-touch administrative support to the CEO, dedicating 50-70% of your time to calendar management, meeting scheduling, travel coordination, inbox management, and ensuring smooth day-to-day operations.
• Act as the glue that keeps the CEO organized, ensuring they stay focused and that the business runs efficiently as we grow.
• Proactively anticipate the CEO’s needs, staying one step ahead of tasks and priorities.
• Represent the CEO’s voice in communication, decision-making, and daily interactions, acting as an extension of them.
• Coordinate complex scheduling and calendar management, handling shifting priorities and maintaining organization in a fast-paced environment.
• Support the day-to-day operations of the office, ensuring smooth processes and providing overall team support.
• Coordinate office essentials, including food, vendor management, deliveries, snacks, and beverages.
• Organize and design workspaces, including ordering furniture, designing layouts, and creating inspiring office environments.
• Manage office supplies and resources, ensuring everything is well-stocked and readily available.
• Contribute to a positive, inclusive, and creative office culture by supporting employee engagement initiatives such as happy hours, team-building events, summer outings, holiday parties, and team dinners.
• Collaborate with the operations team on event coordination, logistics, meeting preparation, travel arrangements, and data scraping.
• Support business development projects, including compiling contact lists, gathering email addresses, and assisting with invoices.

Requirements

• 3+ years of experience in an administrative, executive assistant, operations, or office management role, preferably within a creative or fast-paced environment.
• Strong time management and organizational skills and the ability to manage multiple tasks simultaneously.
• Exceptional communication skills, both written and verbal.
• A positive, proactive, and adaptable attitude, with a no-job-too-small attitude.
• Willingness to take on new tasks, challenges, and responsibilities as the company grows.
• An interest in contributing to company culture and operations.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience at an early-stage startup is preferable.

Nice-to-haves

• Experience at an early-stage startup is preferable.

Benefits

• Platinum PPO health care plus premium coverage for dental & vision
• Unlimited PTO
• Competitive equity grants
• Employer-sponsored 401k
• Salary bands range from $75 - 90k